TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTONSpecial Meeting of the Corporation and Administrative Agency
Thursday, February 24, 2011
Boston Public Library, Central Library at Copley Square
Rabb Lecure Hall, Johnson Building
700 Boylston Street, Boston, MA
Minutes

A special meeting of the Trustees of the Public Library of the City of Boston as a Corporation and as an Administrative Agency was held at the Boston Public Library, Rabb Lecture Hall, Copley Square, Boston, MA on Thursday, February 24, 2011 at 8:30 a.m.

Also Present at the Meeting were: President Amy E. Ryan; Boston Public Library and City of Boston Staff; and approximately 50 members of the public.

Chairman Jeffrey B. Rudman presided.

Following a motion by the Chairman to approve the Minutes of the Trustees Meeting held on January 18, 2011, which was seconded, the Minutes were approved.

President Amy Ryan presented an overview of the Boston Public Library FY12 Operating Budget. The key elements of the budget are:

To save money, stabilize and move forward;

To continue communication among Trustees, Friends, staff, and the public; and,

The budget numbers are not final.

President Ryan reported that Mayor Thomas M. Menino sent letter to the State Legislature’s Joint Committee on Ways and Means requesting statutory funding of $3.9 million. The Governor’s budget recommendation is $2.4, which does allow for current level of service with 27 branches maintaining hours. She underscored that the BPL efforts are focusing on urging state elected officials and the Governor to include full funding of $3.9 million.

President Ryan and Ms. Christine Schonhart, Director of Branch Libraries, presented preliminary options to close the budget gap based on the current budget information. These include the elimination of Sunday hours at Copley, an across the board reduction to the Collections budget, and a reduction in hours at branch locations. These options would prevent layoffs.

Trustee discussion of the options, and the decision making process ensued.
The Trustees discussed the next steps in the Budget process seeking additional information on the impacts of each option.

Ms. Meredith Weenick, Interim Director of Administration & Finance for the City of Boston reported on the current fiscal situation:

The amount of State Aid that the City of Boston will receive will not be known until the end of June;

The Mayor will submit his recommended City of Boston Budget to the Boston City Council on April 13;

Underscored that this is the 4th year of reduced resources, and all departments in city are experiencing similar reductions across the board;

Noted the State supplemental allocation to the BPL of $350,000 in FY11 was one time allocation; and,

Noted that there are budget gaps across city departments.

Chief Financial Officer Sean Nelson reported on the successful Public Budget Roundtables that were held in various locations across the city and involved 600 community participants.

President Ryan thanked everyone who has participated in fundraising efforts, particularly Friends groups across the city and the Citywide Friends. She reported that resources will be committed to each branch for fundraisers, and congratulated the North End Branch Friends for a successful recent event. President Ryan reported the Executive Director of the Boston Public Library Foundation will soon be announced.

James Meade, Superintendent of Library Buildings noted the BPL has had significant savings under the energy efficiency efforts the library has taken and will continue to build on.

Trustee Evelyn Arana-Ortiz, Chair, Trustees Finance and Audit Committee reported on the proposed fee schedule for digital imaging services. Following discussion, a motion duly made and seconded, and on the recommendation of the Trustees Finance and Audit Committee it was:

VOTED: “that, the Trustees of the Public Library of the City of Boston approved the fees schedule for imaging services”

Twelve members of the public offered comments on the Literacy Center at the Uphams Corner Branch; the continued FY12 budget dialogue with the Friends groups, public and BPL staff; that cuts are distributed across the system; a retail store; the relationship between the Trustees and Friends; and public comments at each Trustees meeting.

There being no further business, the meeting of the Corporation and Administrative Agency adjourned at 10:30 a.m.